Extracted text (via pymupdf)
10102 characters
MARICOPA COUNTY INTERNAL POLICY Policy Number: A1920 Current Adoption Date: MM-DD-2020 Policy Title: FACILITIES MANAGEMENT PROJECTS Current Implementation Date: MM-DD-2020 Board Agenda Number: C-##-##-###-#-## Approved by: BOARD OF SUPERVISORS Original Adoption Date: 09-1999 I. PURPOSE To provide the County and its Tenants with comprehensive enhanced planning, design, estimating, and construction management services for Major Maintenance and Capital and Tenant Improvement Projects through Facilities Management Department (FMD) services. II. AUTHORITY As approved by the Board of Supervisors, the FMD is in charge of the design, construction, operation, maintenance, and upkeep of all buildings owned by Maricopa County. III. APPLICATION This Policy applies to all Maricopa County elected and appointed departments as well as the Flood Control District of Maricopa County, the Maricopa County Library District, and the Maricopa County Stadium District (Special Districts). The Board of Supervisors is authorized to jointly adopt policies applying to the Special Districts under the Intergovernmental Agreement, C-06-18-393-6-00, approved on April 11, 2018. IV. DEFINITIONS A. Appointing Authority: An elected official, the single administrative or executive head of a department/special district, or the designated representative authorized to act in this capacity. B. Building Systems: Common spaces such as restrooms, elevators, lobbies and common corridors or supporting infrastructure of a building such as roofs, building HVAC systems, building plumbing systems, building electrical systems and security systems. C. Business Plan: A document defining the objectives of the proposed improvements, the strategy for making the improvements, and the consequences of making or not making the improvements. A Return- on-Investment Analysis should be included with the Business Plan. D. Capital Improvements: New facilities, facility upgrades, or remodeling that improves efficiencies of the work environment including re-purposing of space, relocation, code compliance, aesthetic improvements or enhanced customer service. Capital Improvement requests require a Business Plan and are often implemented over multiple years. E. County Administration: The County Manager, Deputy/Assistant County Managers, and/or their appointed designees. F. Major Maintenance Projects: Typically involves the operation, maintenance, upkeep, and replacement of building systems and/or major components of systems, such as HVAC, Electrical, Plumbing, Roofing, Fire Alarm, Security, Abatement, etc. These typically do not require a Business Plan or Return-on- Investment Analysis. Policy Number: A1920 Policy Title: FACILITIES MANAGEMENT PROJECTS Current Adoption Date: MM-DD-2020 Page 2 of 4 G. Master Plan: A comprehensive analysis of current space allocations that includes predicted demographic models, socioeconomic models, legislative trends, and population growth over a defined period of time and that facilitates a plan for space needs and costs. Such plans may result in the construction or modification of multiple facilities over multiple years. H. Return-on-Investment (ROI) Analysis: An analysis of the proposed solution in order to determine the benefit/cost relationship. This analysis predicts the time in which savings realized by the investment equal the investment itself. I. Singular Project Solution: The result of programming and planning by FMD for a one-time facility improvement that minimally affects other County facilities. J. Tenant: Departments or other subdivisions of the County that occupy physical space in any building owned or leased by the County. K. Tenant Improvements: Tenant Improvements are unique to the Tenant’s business operation and generally do not serve to benefit the facility’s overall shell or Building System. Improvements which occur entirely within a Tenant’s workspace for the sole benefit of the Tenant. Tenant Improvements require a Business Plan. V. POLICY A. General Statements 1. FMD is responsible for maintaining the buildings’ shells and the Building Systems that are not for the sole benefit of the Tenant. 2. FMD is responsible for executing Major Maintenance and Capital Improvement projects, as well as collaborating in the request and execution of Tenant Improvement projects. B. Major Maintenance 1. Prior to budget development, FMD generates the annual Major Maintenance project list and sends a copy to the County Administration and each affected Tenant. Affected Tenants must inform FMD of any pending Tenant operational changes that could alter the proposed Major Maintenance scope of work. 2. Major Maintenance projects do not typically require a Business Plan or Return-On-Investment (ROI) Analysis as part of the approval consideration, since the proposed projects are necessary to maintain core Building Systems. 3. Major Maintenance project funding is limited. FMD will prioritize these projects based on: a. Life safety and code requirements/violations b. Positive ROI, if applicable c. Operational benefit and customer service benefit Business Plan, if applicable d. Business continuity e. Aesthetics and public image benefits 4. The Major Maintenance project list will be reviewed by County Administration, the Budget Office, and FMD. C. Capital and Tenant Improvements 1. FMD will propose only those Capital Improvements which are applicable to Building Systems. Policy Number: A1920 Policy Title: FACILITIES MANAGEMENT PROJECTS Current Adoption Date: MM-DD-2020 Page 3 of 4 2. Prior to budget development, FMD generates the Capital Improvement project list and sends a copy to County Administration and each affected Tenant. Affected Tenants must inform FMD of any pending Tenant operational changes that could alter the proposed Capital Improvement scope of work. 3. For Tenant Improvement projects, FMD will assist Tenants in programming, planning, and estimating costs. If Tenant funding is not available, the Budget Office and FMD may consider alternative funding. 4. FMD requires a project request form for every Tenant Improvement project. See: https://mymc.maricopa.gov/248/Facilities-Management. 5. The project request form requires the signatures of the Tenant’s Appointing Authority and its finance manager prior to FMD beginning work on the request. If the requested project is intended for completion in the current fiscal year, the form must include an accounting string. 6. All Tenant Improvement requests require a Business Plan or a ROI analysis. 7. FMD shall review all project requests for consistency and will prioritize requests based on: a. Life safety and code requirements/violations b. Positive ROI c. Operational benefit and customer service benefit Business Plan d. Business continuity e. Aesthetics and public image benefits 8. All requested projects are subject to review by both County Administration and the Budget Office. VI. PROJECT DEVELOPMENT BY STAGE A. Activation Stage 1. There are three methods by which a project request can become an active project: a. County Administration requests a project; which automatically becomes an active project. b. FMD requests a project, which must receive approval from County Administration before becoming an active project. c. A Tenant requests a project, which must receive approval from the Tenant’s management, FMD, and County Administration. 2. FMD and Tenant requests will be approved, rejected, or returned for revision. B. Planning Stage 1. Once a project becomes an active project, FMD will lead and manage the planning process of working with the Tenant to establish the program, space plan, and/or conceptual study which will facilitate a budgetary cost estimate. 2. FMD reserves the option to either perform such tasks using in-house resources, term agreements with local professionals, or qualifications-based consultants. It is FMD’s responsibility to ensure that stakeholders are offered the opportunity to provide input into the planning process. C. Review and Prioritize Stage Policy Number: A1920 Policy Title: FACILITIES MANAGEMENT PROJECTS Current Adoption Date: MM-DD-2020 Page 4 of 4 1. Once an active project is programmed, planned, and budgeted, the recommended solution will be either a Singular Project Solution or a Master Plan Study. 2. If the Singular Project Solution is in the best interest of the County, FMD will provide a program summary, conceptual plan, and budgetary cost estimate. Tenants must provide a Business Plan and/or ROI analysis outlining the benefits of proceeding with the project. 3. If a Master Plan study is in the best interest of the County, FMD, participants from the Tenant department, and the Budget Office will select a consultant to lead the Master Plan study. Funding for Master Plan studies may be provided by the Tenant or considered for future funding by the Budget Office and FMD. D. Final Approval 1. All active projects will be presented to County Administration and the Budget Office for action. Projects may be rejected, revised, approved, or tabled for further consideration at a later date 2. All approved active Capital Improvement projects will be presented to the Board of Supervisors for action. Revision History Version Revision Date Description of Revision 1 09-1999 Initial version. 2 01-21-2015 Completely rewritten version. The new version of this policy describes Facilities Management’s responsibility for maintaining County building shells and systems which are non-specific to department use. It also describes department responsibility and collaboration with Facilities Management for projects that are specific to a department’s needs, use, and physical space. The policy lays out the stages of Major Maintenance, Capital Improvement, and Tenant Improvement projects. The criteria for prioritizing these projects are described in the policy (C-49-15-034-6-00) 3 MM-DD-2020 Update Office of Management and Budget to the Budget Office, web address, hyperlink, and formatting. (C-##-##-###-#-##)